Summary: Answers to frequently-asked questions about a job
ticket's job diary Updated 4/25/03
Q.
What
is the job diary?
Each job ticket has a diary that automatically
tracks a job’s history. The job diary helps users see what kind
of changes have been made since the job was opened. A production manager,
or anyone with the right user access, can see a job’s history
from his or her own computer, instead of tracking down and interrogating
everyone who worked on it. 
Q. What kinds of entries
are automatically made to the job diary?
System-generated entries are made when
many kinds of changes occur on a job ticket. Entries are made when
the job is opened, then anytime the specifications, estimates, or
schedules are edited. They are also made whenever new tasks are added,
removed, or changed as well as when the status is updated. Closing
the job makes a diary entry, as does deleting a job.
Q. Can user-generated
(manual) entries be made to the job diary?
Yes. An AE, or anyone with the right user
access, can use the job diary to add a note that they want to track
with the job ticket. The entries you might need to make are for events
that occur outside of Clients & Profits, like client meetings,
approvals, phone calls, etc. that pertain to a particular job
It’s a
good idea to include your initials at the beginning of the Subject
line for your manually-made entries. Later, you’ll be able to
re-sort the diary entries by Subject. Because your diary entries have
your initials, they’ll group together making them easy to review
and/or print.
Q.
Should an analysis of the job be added to the job diary when the job
closes?
The job
diary is a good place to add information about anything that went
particularly right (or wrong) with the job. This information is then
always part of the job ticket and can benefit your shop in the future.
For example, before cloning a job, it would be a good idea to review
the user generated entries in the job diary. There you might find
information that would prevent you from making the same mistakes again.
Or help you to repeat something that went right.
Q. What happens to a job diary if the job ticket
is deleted (before costs, POs, or billings are added to the job)?
A deleted job’s diary stays in the
database—so it’s easy to know who deleted a job ticket.
The deleted job’s diary can be printed from job reports by referring
to the job number of the deleted job ticket.
Q. Are user-generated job diary entries required?
User-generated
job diary entries are optional.
Q. How many diary entries can one job have?
A job can have an unlimited number of job
diary entries.
Q. Can I notify other staffers of the information
contained in my user-generated job diary entry?
An e-mail message can be sent to any staffer,
traffic assignment, team member, or group of individuals in your shop
providing you’ve enabled the C&P E-Mail system. (For detailed
information on the C&P E-Mail system: http://www.clientsandprofits.com/support/FAQs/FAQ_email.html.)
E-mail generation can be done only before your diary entry is saved.
The e-mail message is sent immediately when the entry is saved. The
diary’s notes become the body of the e-mail.
Q. Can a diary entry be deleted?
No. A job diary entry can’t be deleted
once it has been saved. It is part of the permanent record of the
job ticket.
Q. Can a diary entry
be edited?
Once a diary
entry is saved, only its notes can be edited. The date, time of day,
person who added it, and the subject can’t be edited.
Q.
If I need to edit a job diary entry’s notes, how do I open it?
Double-click
on the line that shows the diary entry you wish to edit. The diary
entry opens. You can then edit or add any notes.
Q. Do the job diary entries
appear on any client reports?
No, they do not. Also, for security reasons,
job diary entries can only be e-mailed to staffers.
Q. Can I re-sort the job
diary entries listed in the Job Diary window?
The job diary window can be re-sorted by
clicking on any column heading. The column headings are: When, Who,
and What. The individual diary entries can also be re-sorted in ascending
or descending order by clicking on the arrow button at the top of
the scroll bar in the Job Diary window. Isolate manually-made entries
when re-sorting by clicking on the What column. If you’ve saved
those entries with your initials at the beginning of the subject line,
it will group all your diary entries together.
Q. Can I print the job diary?
Yes. The Job Diary can be printed from
the job ticket job production reports. Simply select the Job Diary
report. All diary entries for the job appear. Or to print only selected
entries, when in the Job Diary window, highlight the entries you wish
to print, then click the Printer button. This is especially helpful
for printing only the manually-made entries you’ve added.
Q. How can the job diary
entries be distributed to the job's team members?
Job diary entries don't necessarily
need to be printed since they can be viewed online by anyone with
access to job tickets.
